Project Information

Bid Title

ON-CALL HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SERVICES VENDOR POOL-2026-161-PR

Issuing Agency

Morrow County

Location

Oregon

Published Date

Jun 9, 2026

Closing Date

Jun 30, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

ON-CALL HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SERVICES VENDOR POOL-2026-161-PR

Bid/RFP Status:

Open - accepting bids and proposals

Bid/RFP Due Date:

Tuesday, June 30, 2026 - 2:00pm

Bid/RFP Reference Number:

ON-CALL HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SERVICES VENDOR POOL-2026-161-PR

ADVERTISEMENT / NOTICE OF REQUEST FOR QUALIFICATIONS

ON-CALL HVAC SERVICES VENDOR POOL

Morrow County, Oregon, is seeking Statements of Qualifications from qualified heating, ventilation, and air conditioning (HVAC) contractors to establish a non-exclusive vendor pool for on-call HVAC services for County facilities and related public works projects. Services may include HVAC preventive maintenance, diagnostics, repair, installation, replacement, upgrades, air filtration, ventilation, controls, emergency response, and related services as needed.

The County may select multiple qualified contractors. Placement in the vendor pool does not guarantee any minimum amount of work. Work will be issued through Task Orders / Work Authorizations, mini-quotes, direct assignment for emergency or time-sensitive work, or other methods determined by the County to be in its best interest.

RFQ documents may be obtained from Morrow County Public Works or the County’s public solicitation posting location https://www.morrowcountyor.gov/rfps . Complete SOQs will be accepted until June 30, 2026. Questions must be submitted in writing to Sandi Pointer at spointer@morrowcountyor.gov no later than June 22, 2026.

The County reserves the right to reject any or all submittals, waive minor informalities, cancel or reopen the solicitation, add or remove vendors, and use the vendor pool in the manner determined to be in the County’s best interest.

Supporting Documents

ON-CALL HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SERVICES VENDOR POOL-2026-161-PR (143 KB)

Attachment Preview

Pooled Vendor On-Call HVAC Services | 2026-161-PR

REQUEST FOR QUALIFICATIONS (RFQ)

ON-CALL HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SERVICES

VENDOR POOL

2026-161-PR

MORROW COUNTY

County Contact

Sandi Pointer, Risk and Procurement Manager

Submittal Location Morrow County Government Center, 215 NE Main, Irrigon OR

Email

spointer@morrowcountyor.gov

Initial Submittal

Deadline

June 30, 2026

Question Deadline June 22, 2026

This RFQ establishes a non-exclusive pooled vendor list for task-order-based HVAC

services. Placement in the pool does not guarantee work.

1. INTRODUCTION

Morrow County, Oregon (“County”), through its Public Works Department, is seeking

Statements of Qualifications (SOQs) from qualified heating, ventilation, and air conditioning

(“HVAC”) contractors to establish a pool of pre-qualified vendors to provide on-call HVAC

services for County-owned and County-leased facilities and related public works projects.

The intent of this RFQ is to create a non-exclusive vendor pool from which the County may

procure services on an as-needed basis. Multiple vendors may be selected. The resulting

contracts are anticipated to be for a period of two (2) years, with the option to extend for

additional terms at the County’s discretion and by mutual agreement where required.

Services may include consultation, inspection, maintenance, repair, alteration, installation,

upgrades, replacement, and support for HVAC systems, air filtration systems, controls, and

related equipment. Separate Task Orders or Work Authorizations will be issued for specific

projects as needs arise.

2. SCOPE OF SERVICES

Services may include, but are not limited to:

• Heating, ventilation, and air conditioning system diagnostics, troubleshooting,

maintenance, and repair

• HVAC preventive maintenance for County buildings, shops, parks, offices, and other

facilities

• Installation, replacement, alteration, or upgrade of HVAC equipment, components,

controls, thermostats, ductwork, and related systems

Morrow County

Pooled Vendor On-Call HVAC Services | 2026-161-PR

• Air filtration, indoor air quality, and ventilation system work, including filters,

economizers, fans, and related components

• Emergency or expedited HVAC response for heating, cooling, ventilation, or system

failure issues

• Support for project planning, site review, estimating, scheduling, permitting, and code

compliance

• Coordination with County staff, other contractors, utility providers, inspectors, and local,

state, or federal agencies as needed

• Furnishing all labor, materials, tools, equipment, permits, supervision, and incidentals

necessary to complete assigned work

A detailed scope of work will be provided for each specific project or service request.

Individual projects may vary in size, complexity, urgency, and funding source.

3. CONTRACT STRUCTURE

The County will establish a vendor pool of qualified HVAC contractors. Inclusion in the pool

does not guarantee any minimum amount of work or compensation.

• Work will be issued through Task Orders / Work Authorizations.

• The County may assign work using one or more of the following methods, at its sole

discretion:

• Selection based on availability, response time, proximity, specialized experience,

licensing, or equipment capability

• Informal mini-quote among one or more pool vendors

• Direct assignment for emergency, time-sensitive, or continuity-of-service work

• Assignment based on price, overall value, prior performance, project-specific needs,

or the County’s best interest.

The method of assignment may vary depending on project size, complexity, urgency,

funding source, procurement requirements, and operational need. If a Task Order exceeds

applicable County spending thresholds, additional County approvals may be required before

work is authorized.

4. MINIMUM QUALIFICATIONS AND BASIS FOR INCLUSION IN VENDOR POOL

Firms responding to this RFQ should demonstrate the ability to provide the services

requested and meet the general qualifications outlined below. These qualifications will be

used by the County to determine whether a firm is suitable for inclusion in the vendor pool.

The County reserves the right to exercise discretion in evaluating qualifications and may

consider the overall responsiveness, experience, licensing, capacity, safety record, and

value of each firm.

Morrow County

Minimum Qualifications

Pooled Vendor On-Call HVAC Services | 2026-161-PR

• Possession of a valid Oregon Construction Contractors Board (CCB) license and any

applicable Oregon HVAC, mechanical, electrical, plumbing, refrigeration, boiler, controls,

or specialty licenses required for the work performed

• EPA Section 608 refrigerant certification, where applicable

• Proof of General Liability Insurance and Workers Compensation Insurance meeting

Oregon and County requirements

• Ability to name Morrow County as additional insured when required by the County

contract documents

• Demonstrated experience performing similar HVAC maintenance, repair, installation,

and on-call service work

• Ability to respond to routine service requests within one (1) week and provide expedited

or emergency response when required

• Submission of a complete and reasonable rate sheet

• Ability to comply with applicable safety standards, building codes, permit requirements,

Oregon public contracting requirements, and prevailing wage requirements when

applicable

Failure to demonstrate these qualifications may result in the submittal being rejected as

non-responsive.

Basis for Inclusion

• Relevant experience and past performance

• Responsiveness and completeness of the submittal

• Ability to meet response time expectations

• Rate structure and overall value to the County

• Capacity to perform ongoing, emergency, and as-needed work

• Licensing, certifications, safety practices, and ability to meet insurance requirements

Vendor Pool Participation

The County reserves the right to utilize any vendor within the pool at its sole discretion.

Placement on the pooled vendor list does not guarantee any minimum amount of work. The

County may elect not to request services from a vendor based on factors including, but not

limited to:

• Performance on previous Task Orders

• Availability and responsiveness

• Project-specific needs, specialized licensing, or equipment capability

• Pricing or cost effectiveness

• Failure to maintain required licenses, insurance, or certifications

• The County’s best interest

Morrow County

5. SUBMITTAL REQUIREMENTS

Pooled Vendor On-Call HVAC Services | 2026-161-PR

Submittals shall include the following information. SOQs should be concise, complete, and

organized in the order listed below.

5.1 Firm Information

• Business name, address, and primary contact information

• Oregon CCB number

• Applicable HVAC, mechanical, electrical, plumbing, refrigeration, controls, boiler, or

other trade license information

• Confirmation that the firm can meet County insurance requirements

5.2 Experience and Qualifications

• Description of relevant HVAC project and service experience

• References for a minimum of three (3) similar clients or projects

• Description of capabilities and services offered

• Experience working with public agencies, occupied facilities, emergency repairs, and

multiple small projects

5.3 Project Team

• Names and roles of key personnel who may perform work for the County

• Certifications, licenses, and relevant individual experience

• Identification of subcontractors, if known, and confirmation that subcontractors will

comply with contract requirements

5.4 Approach to Services

• Routine, urgent, and emergency response time expectations

• Approach to managing multiple small projects and coordinating with County staff

• Safety practices, job-site communication, documentation, and closeout procedures

• Approach to permitting, code compliance, and coordinating inspections when required

5.5 Rate Sheet (Exhibit A)

• Proposers shall complete and submit the attached Exhibit A - Rate Sheet.

• Failure to submit a completed rate sheet may result in the submittal being considered

non-responsive.

6. EVALUATION PROCESS

This RFQ is not intended to be a competitive ranking process for pool inclusion. Submittals

will be evaluated on a Pass/Fail basis to determine whether firms meet the minimum

qualifications and are suitable for inclusion in the vendor pool.

Morrow County

The County may:

Pooled Vendor On-Call HVAC Services | 2026-161-PR

• Request clarifications or additional information

• Conduct reference checks

• Verify licenses, certifications, insurance, and debarment status

• Invite firms for discussion if needed

Firms meeting the requirements may be placed in the vendor pool. The County will not rank

or score vendors for purposes of pool inclusion. Selection for specific Task Orders will be

based on factors such as availability, responsiveness, relevant experience, equipment

capability, licensing, pricing, and the County’s best interest at the time of assignment.

7. GENERAL TERMS

• Contractors included in the vendor pool must continue to meet the minimum

qualifications throughout the contract term.

• The County reserves the right to reject any or all submittals, waive minor informalities,

request clarification, cancel this RFQ, reopen the solicitation, or make no award if

determined to be in the County’s best interest.

• The County is not liable for any costs incurred by proposers in preparing or submitting an

SOQ.

• The successful contractors will be required to execute the County’s contract documents

and provide required insurance, tax law certification, non-collusion, debarment, conflict

of interest, and other required documentation.

• Contractors are responsible for the performance of any subcontractors and shall ensure

subcontractors comply with all contract terms, licensing requirements, insurance

requirements, and applicable laws.

• Prevailing wage rates, public works bond requirements, certified payroll, and other

Oregon public works requirements may apply to specific Task Orders depending on the

nature and amount of the work.

• Contractors shall comply with all applicable federal, state, and local laws, rules,

ordinances, building codes, permit requirements, OSHA requirements, and County

policies.

8. TERM

The vendor pool will remain active for two (2) years from the effective date of the resulting

agreements. The County may extend agreements for additional terms at its discretion and

by mutual agreement where required. The County may reopen the pool as needed.

Contractors must maintain all qualifications, licenses, certifications, and insurance during

the contract term.

Morrow County

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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